Event Policies

SPH Events focuses on events that aligns with and promotes the priorities of the Milken Institute School of Public Health.

With the exception of special events hosted by the SPH Dean's office and SPH Academic Affairs, SPH Events does not host events on weekends, public holidays, or when the university is closed. Classrooms are for internal use only, and event and meeting requests coming from groups outside of SPH will not be considered. As classrooms are managed by Academic Affairs, SPH Events does not provide event support. Food and beverage are not permitted in classrooms.

Event requests by any department & organization that owes money from a previous event will not be approved until all payments have been made.

Host Responsibilities

Event hosts are required to sign and return the Event Booking Confirmation or Licensed Contract Agreement, along with any required deposit payment for sponsored or external events, to SPH Events before an event can receive final approval. SPH Events will not hold or allow access to a space, and venues will remain open for request by GW departments until required documentation is received. Regardless of classification or status, all departments, schools, and entities must pay for university-mandated fees relating to housekeeping, facilities, and security.

Host organization points of contact are expected to be present during all phases of the event, and during the entirety of the event itself. If the host point of contact is unable to attend or must leave during the event, a secondary point of contact must be provided prior to the event and be present during the event.

Event organizers, as well as all participants and guests, must follow the direction of authorized university personnel with respect to use of a licensed space. The university reserves the right to immediately remove event organizers, contracted service providers, participants or guests, and any other individuals associated with an event should any policies be violated.

Department Events

A department event is a meeting, event, or series of meetings or events where planning and payment is handled by the department within a school or an administrative division.

SPH departments will not be charged for event spaces, except when co-hosting with another GW department outside of the School of Public Health or collaborating with an external group. Requests for GW department events submitted less than 30 days prior to the event's start date will not be considered. Requests will not be approved without a Banner ID.

Internal or GW department event requires the presence of the GW-affiliated point of contact to be present during the entirety of an event and when external partners or vendors are on the premise. This includes in-person meetings or calls between vendors and SPH Events team or when external vendors and service providers are setting up for or striking an event.

Student Organization Events

Student organizations must be actively registered with the GW Office of Student Life via ENGAGE and are expected to abide by policies, procedures, and codes of conduct set forth by the university. Student organizations are expected to comply with all SPH Event policies and procedures. If a student organization collaborates with a GW department to host an event, the GW department's administrator must submit the event booking request on behalf of the student organization, and serve as the event's primary point of contact. Requests for student organizations events submitted less than 30 days prior to the event's start date will not be considered.

When requesting event space, student organizations must designate an officer of that student organization to serve as the primary point of contact, who will work with SPH Events to facilitate the event. The point of contact should be present during meetings or calls with the SPH Events team, as well as during the entirety of the event to include pre- and post-event activities such as deliveries and event clean-up.

The faculty advisor for a student organization, wishing to book space outside of business hours, must be present during the event. Student organization whose faculty plan to pay for charges using university funding must also provide the contact information of their department's financial administrator. Student organization requests will not be approved without a Banner ID.

Student organizations hosting events that plan to serve alcohol must satisfy all university procedures and requirements; events requests will not be approved until all criteria has been satisfied. Student groups are not permitted to register a university-sponsored activity at which alcoholic beverages are consumed, served, or sold. Complete guidance can be found here.

External Events

An external event is a meeting, event, or activities where the planning process and/or payment is handled by the external client. SPH Events prioritizes external events that promote the educational and cultural experiences for the school and its students, alumni, and donors to enhance the school's reputation for excellence.

Requests for external events submitted less than 60 days prior to the event's start date will not be considered. Any external event requires the presence of the point of contact affiliated with the external group to be present during the entirety of an event and when other external partners or vendors are on the premise, during in-person meetings or calls between the external vendors and SPH Events team or when the external partners and vendors are setting up for an event.

Prior to the event date, the external client must provide the sponsored entity's certificate of insurance as proof that client has in force insurance. The university requires that any and all client contractors, subcontractors, invitees or agents to carry the insurance required herein, or client may, at its option, provide insurance coverage for any or all such contractors, subcontractors, invitees or agents. All insurance policies (except workers' compensation insurance) shall name The George Washington University as additional insured.

GWIT & A/V Technology

Only GWIT personnel are permitted to handle, move, install, or manipulate GW-owned AV equipment and technology. External vendors must provide and use their own technology equipment, and without prior authorization from GWIT, cannot utilize GW-owned equipment. The vendor must provide their operating license valid in the District of Columbia and certificate of liability insurance at least 30 days prior to an event’s start date.

GWIT is unable to provide A/V support for events before 8:30 AM; requests with an earlier start time will not be considered unless approved by GWIT. SPH Events does not manage A/V requests that do not take place in a licensed event space; support for meetings and activities in conference and classrooms must be made by the department directly to GWIT.

GWIT cannot guarantee the functionality of virtual platforms, such as Zoom or WebEx, or accessibility of remote participants.

External Vendors & Equipment Rentals

Event organizers may rent external furniture, equipment, and materials at their own expense, and must be paid by the organizer.

If a vendor is providing services on site, the following documents must be provided to SPH Events at least 30 days prior to the event start date:

Contract or vendor agreements with any and all external vendors and organizations;
A list of any rented items, equipment & furniture;
Certificate of insurance (COI) with the university listed as an additional insured entity within the policy;
Vendor's business license (alcohol servers & distributors must be licensed to operate in DC).

University-approved vendors do not need to provide their business license or COI.

SPH Events does not sign for or accept deliveries of external equipment owned or rented by external event hosts or vendors, nor does it provide space to store or secure external equipment. Events and Facilities staff, organizers, and guests are not permitted to move, handle, or install any rental furniture or external equipment. The University is not responsible for damage or theft of external equipment, technology, or furniture.

Catered Events & Events with Food

The catering prep space is reserved exclusively for events that take place in the Convening Center. Caterers are not permitted to operate in the building or support events outside of the Convening Center. It is the responsibility of the event organizer to arrange and pay for catering services. Caterers are required to supply their own fire extinguisher. A list of university-approved caterers can be found here. Food and beverage consumption, except for bottled water, is prohibited in auditoria, lecture halls, the case study, and classrooms. Events with catering services on site require Housekeeping to be present, with event hosts responsible for paying for the charges related to housekeeping services.

Events with Alcohol

Events with alcohol must abide by GW's events with alcohol policy, as well as DC laws governing the service and distribution of alcohol. Event guests and participants must consume alcohol within the designated event venue, and cannot carry or consume alcohol in another space or outside of the building.

Events with alcohol must have a licensed alcohol handler unaffiliated with the university, with alcohol provided by a licensed distributor. Caterers with a valid liquor license to operate in DC may serve alcohol (more info here). More about DC’s Alcoholic Beverage Regulation Administration alcohol laws and license regulations can be found here.

Student Organizations hosting events that serve alcohol, must satisfy all requirements found here; requests will not be approved until all criteria has been satisfied. Students are not permitted to register a university-sponsored event at which alcoholic beverages are consumed, served, or sold.

Events where alcohol is served may require security to be present, and will be determined on a case-by-case basis through University Police. Event organizers affiliated with the university must directly submit their request via GWPD. SPH Events will submit requests with GWPD on behalf of external event organizers. Instructions for requesting additional security can be found here.

GW security and servers reserve the right to verify the age of any attendee, and may refuse service to any individual at any time. Guests that do not abide by these guidelines or appear visibly intoxicated may be asked to leave an event.

Building Access & Security

Regardless of whether event organizers plan to conduct their own event sign-in, guests must check-in at the security desk. Organizers must submit a list of external attendees to [email protected] at least 24 hours prior to the event start; organizers should not directly provide attendee lists to the front desk.

Organizers are responsible for ensuring that guests who do not have a GWID with tap access to the building are able to get into the venue, as needed. Individuals currently affiliated with the university will need to scan their GWID card when entering the building. Attendees and vendors not affiliated with the University are required to present identification at the security desk. Acceptable forms of identification include a driver’s license, passport, and any US government- or state-issued ID. With the exception of events taking place in the SPH Auditorium, event check-in are not permitted to take place in the SPH building lobby, unless authorized by SPH Events.

Events that take place after building hours are required to have University Police present. Requests, which can be made here, must be submitted by the GW department hosting the event. Once GWPD has approved a request for event support, they must share documentation with the SPH Events team. Requests for external events will be managed by SPH Events. All fees for security must be paid by the event host.

Single-Use Plastic Elimination

In accordance with GW’s Single-Use Plastics Policy, event organizers are required to follow restrictions and guidance regarding single-use plastics, which should not be procured for use at client’s event.

Smoke-Free Policy

The university is dedicated to maintaining a safe and healthy work and academic environment, improving indoor and outdoor air quality, and promoting the comfort of university students, faculty, staff, and guests. The university is a smoke-free campus and use of tobacco products is not permitted.

Non-Discrimination Policy

The George Washington University is committed to maintaining a non-discriminatory, harassment-free, and diverse educational and academic environment, and does not unlawfully discriminate against any person on the basis of protected characteristics, status, or any other basis prohibited by federal, local, or other applicable law.

Event organizers, staff, contractors, vendors, and guests are prohibited from discriminating against any person on the basis of age, class or socio-economic status, disability, gender identity or expression, marital or familial status, national or ethnic origin, political affiliation, pregnancy, race, religion, sex, sexual orientation, or veteran status.

Decor & Signage

Event organizers are prohibited from modifying, removing, or covering up of any SPH branding, signage, logos, as well as the unauthorized use of SPH or GW logos. Exceptions will not be provided unless written authorization is approved by the SPH Communications Office prior to the start of the event. Unauthorized manipulation or removal of SPH signage may result in additional fees.

Use of adhesives or fasteners for the purpose of attaching materials or signage on any surface of an event space or throughout the building is not permitted. Flyers can be placed on the designated bulletin boards in the 2nd, 4th, & 6th floor shared spaces.

SPH Events does not allow poster boards to be placed or displayed in the pre-function space of the Convening Center.

Prohibited Items

The following items are prohibited include but are not limited to:

Glitter, confetti, or helium-filled balloons
Stovetops, hotplates, open flames, candles
Weapons, projectiles, and fireworks
Live animals other than service animals
Hazardous chemicals or materials
Illicit drugs, marijuana, and non-prescribed medications (eg, opiates)
Artificial noisemakers (eg, horns, whistles, vuvuzelas)

Violations

Event organizers, as well as all participants and guests, must follow the direction of authorized university personnel with respect to use of a licensed space. The University reserves the right to immediately remove event organizers, contracted service providers, participants or guests, and any other individuals associated with an event should any of the following policies be violated:

Use of adhesives or fasteners for the purpose of attaching materials to surfaces, including walls, windows, and doors.
Modification, removal, or covering up of any SPH branding, signage, logos, as well as the unauthorized use of SPH or GW logos.
Unauthorized access or use of areas other than the Licensed Space.
Possession or use of prohibited items anywhere on university property.
Disorderly conduct, drug use, property damage/theft, or any violations of law.
Consumption of alcohol by any person under the legal age of 21.

Attendees and vendors are required to comply with these policies. Event organizers that fail to enforce or contribute to the violation of any of the policies may be asked to leave or result in being barred from hosting future events.

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